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Registration Department 1 Information published as per Act 4(1)(b) of The Right to Information Act 2005 (No.22 of 2005) 2 Index (i) The particulars of its organisation, functions and duties. (ii) The powers and duties of its officers and employees, (iii) The procedure followed in the decision making process, including channels of supervision and accountablity. (iv) The norms set by it for the discharge of its funcions, (v) The rules, regulations, instructions, manuals and records, held by it or under its control or used by its employees for discharging its functions. (vi) A statement of the categories of documents that are held by it or under its control. (vii) The particulars of any arrangement that exists for consultation with or representation by, the members of the public in relation to the formulation of its policy or implementation thereof. (viii) A Statement of the boards, councils, committees and other bodies consisting of two or more persons constituted as its part or for the purpose of its advice, and as to whether meetings of those boards, councils, committees and other bodies are open to the public, or the minutes of such meetings are accessible for public. (ix) A directory of its officers and employees. 3 (x) The monthly remuneration received by each of its officers and employees, including the system of compensation as provided in its regulations. (xi) The budget allocated to each of its agency, indicating the particulars of all plans, proposed expenditures and reports on disbursements made. (xii) The manner of execution of subsidy programmes, including the amounts allocated and the details of beneficiaries of such programmes. (xiii) Particulars of recipients of concessions, permits or authorisations granted by it. (xiv) Details in respect of the information, available to or held by it, reduced in an electronic form. (xv) The particulars of facilities available to citizens for obtaining information, including the working hours of a library or reading rooms, if maintained for public use. (xvi) The names, designations and other particulars of the public information Officers. * * * * * 4 Chapter-I Organisation of the Registration Department Mission Statement STAR Project To Make the interface with Registration Simplified and Transparant Department a Pleasant Experience. Adminstration of Registraton. Inspector General of Registration, Chennai. Deputy Inspector Generals of Registration (9 Zones) Assistant Inspector Generals of Registration (5 Regions) District Registrars (Admn) District Registrars (Audit) (50 Registration Districts) (45 Audit Wings) Sub Registrars (568 Sub Registrar Offices) Functions and Duties of the Registration Department REGISTRATION OF DOCUMENTS. • To register a document. Before deciding to purchase a property, ascertain the transactions effected in respect of the property proposed to be purchased by getting the encumbrance certificate. TO GET ENCUMBRANCE CERTIFICATE (EC): • Applications are available free of cost, in Sub-Registrar Office and also available on the website as downloads. • Give all the particulars of the property in the application and tender the required fee for getting Encumbrance Certificate across the counter. • You can also apply online for Encumbrance Certificate in respect of 300 Sub Registrar offices, Encumbrance Certificate will be delivered at your doorsteps on collection of fee & delivery charges. FEES E.C. Application fee: Re.1/- Search Fee for the 1 year Rs.15/- Search Fee for every additional year Rs.5/- Additional Fees in STAR Offices Rs.100/- Urgent EC in Non Computerization Offices Double the required fee GUIDELINE VALUE: • Statewide Guideline values are available on the Website. • Guideline value register is also available with the Registering officer VALUATION OF PROPERTY: • The Website enables you to ascertain the stamp duty / registration fees payable for a particular property transaction. OR • Ascertain the guideline value of the property and the stamp duty, registration fees etc, to be paid for a document from the Registering officer. 6 • Stamp duty rates/Registration fee rates are available in the website. PAYMENT OF STAMP DUTY: • A list of licensed stamp vendors, is displayed on the Notice Board of every Sub Registrar office. The list is also available on website. • They are licensed to sell stamps at the face value. • If any extra demand is made, he is liable for criminal prosecution under the Act, besides rendering his license cancelled. • The Sub Registrars, Treasuries, and Assistant Superintendent of Stamps, Chennai also sell stamp papers. • In Chennai a Stamps Sales Depot is functioning in the campus of Deputy Inspector General of Registration office, Chennai-1. • In select 15 offices, franking machines have been installed to facilitate payment of stamp duty. • Stamp duty may also be paid in cash or Demand Draft or treasury challan. PREPRATION: DRAFTING OF DEEDS BY: • Executants of the document. • Advocates. • Licensed Document Writers – Fees to be paid to the Document writer/Copy writer is prescribed by Government. Details available in the Notice Board of Sub Registrar office and in the website. Lodge complaints if fees are demanded more than the prescribed rate. Model draft deeds are available with registering officers and on the website (www.tnreginet.net). You can also prepare the deed using model deeds. DETAILS TO BE GIVEN IN THE DOCUMENT: • Name and Address of the Executants & Claimants of the document. • Consideration received for the sale. • Full Details of the property including Building • The executants should sign on each page and two witnesses should also affix signatures at the end of documents. 7 • “In respect of sale deeds both seller and buyer should sign the documents and appear before the registering officer for registration of the document.” • Identity proof shall be given to the registering officer. PREPARATION OF COPY OF DOCUMENT BY: • Licenced Copywriters. • Licenced Typewriting copywriters. • Copy of the document should be prepared in the copy sheets sold by the Department at a cost of Re.1/- • In computerised offices, you need not bring copy of document. Document Writing Fees: Fees for drafting/ copying various kinds of deeds by the licenced writers is prescribed by the Government Demand receipt for all the fees paid. PRESENTATION: When to be presented for registration: • Within FOUR Months from the date of execution, the document should be presented. • The District Registrar may condone delay upto four months beyond the period of four months from the date of execution.” • No time limit for executed Wills. • FINE • Delay upto 1 week – 25% of the registration fee • Delay above one week and not exceeding one month – 50% of the registration fee Delay above one month and not exceeding 2 months -75% of the registration fee Delay above 2 months and not exceeding 4 months – 100% of the registration fee This is in addition to the required registration fees. 8 Where to be presented for registration: • In the Sub-Registrar’s office under the jurisdiction of which the property is situate, OR • In the District Registrar’s office. "Documents pertaining to properties in Tamil Nadu, if registered outside the State, have been declared as null and void with effect from 29-3-1997." REGISTRATION AT PRIVATE RESIDENCE: WHEN? • On application • Before or after office hours FOR WHOM? • Sick people • persons in the jail • persons exempted from appearance in public place, Court etc., • Ladies exempted from appearance in public place by convention Fees: Rs.200/- plus T.A. as under: Officer Minimum officer minimum Maximum (perKM) Fixed Fee Rs. Rs. Rs. District Registrar 3.00 1.00 25.00 Sub-Registrar 2.00 0.60 15.00 If conveyance provided by the party, no TA is levied. HOLIDAY REGISTRATION: WHEN? On application with fee of Rs. 200/- in special urgency , the holiday registration will be made COMPULSORY REGISTRATION: WHEN? 9 Executant refuses to appear for admission of execution of document. PROCEDURE: Enquiry will be conducted and if the executant admits the execution the registering officer will register otherwise, the registration will be refused. APPEAL: Against this refusal order, an appeal may be preferred within 30 days to District Registrar concerned, who will pass firm. REQUIREMENTS PRESENTATION OF DOCUMENTS. • Executed document. • Copy of document in the registration copy form. (In case of ‘STAR” office, this is not required). • Pass port Size Photo • Patta Transfer application with court fee lable of Re. 1/- • Details of PAN/GIR number of the Seller in case the value of the property stated in the document exceeds Rs.5 lakhs. OR • Form 60 Statement in case PAN/GIR Number not provided in the document. • Patta Pass Book- for agriculture property in notified 9 Districts. • Registration fees. – by cash or Demand draft. • Sub-division fees etc – by cash or Demand draft. • You must insist on receipts for all amounts paid. • Giving insufficient / incorrect information to avoid payment of higher duty may invite prosecution. RETURN OF DOCUMENTS • Within one hour. Exceptions: 10 If inspection of land and building is required for arriving at the value of the property – 15 days. For want of required certificates from the parties, at the instance of party. Non-payment of required duty or fee. For want of clarification on the nature of documents – 15 days. Reference u/s 47 A of the Indian Stamp Act or under S.O.744 – within 21 days from the date of presentation. LAND INSPECTION. WHEN? • Guideline value not available in the register. • Change of usage of land from agricultural to house site is suspected. • particulars survey number and value not available in the guideline register, Site rate or agricultural value not avail register. The Guideline Committee will fix the value after inspection. BUILDING INSPECTION WHEN • When value of the building as stated by the parties exceeds Rs.50,000/- The Sub-Registrars will inspect the building and asses the value. If any difference in value is found out, the different and a compounding fee will be collected. If not prepared for compounding, criminal prosecution will be instituted Suppressions of building details in order to evade payment of Stamp Duty may invite criminal proceed.
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